The Albin O. Kuhn Library & Gallery forms a variety of staff groups in order to accomplish its mission. This guideline defines the types of groups and describes the requirements for each. Search Committees and Committees formed by the Library Assembly, in accordance with its Bylaws, are not subject to the conditions described herein.

COMMITTEES

Definition and Creation

Committees are formed by the Director and/or LEC as permanent or long-term groups for the guidance of mission-focused activities. LEC will also consider proposals to create Committees from existing Committees or Working Groups, or at the request of three or more staff members. Proposals for Committees should include a draft charge, number of members and/or suggested members, timeline for completion of the Committee’s work, and description of any deliverables (e.g., a formal report, a presentation, a list of recommendations, etc.)

Charge and Membership

LEC will create and approve a formal charge and terms of membership for each Committee, in consultation with the proposer(s) if applicable. LEC will provide terms of membership, appoint the initial roster of members, and will approve subsequent changes in membership. In the event of a membership vacancy, the Committee may propose a new member to LEC for approval, or may ask LEC for guidance on recruiting a new member. Participation on a Committee is voluntary, and must be approved by the staff member’s immediate supervisor or Associate Director.

Chair and Communication

Each Committee will appoint a chair or co-chairs and develop an annual work plan, outlining its major goals for the academic year. Each Committee shall maintain a Wiki page, viewable by all Library & Gallery staff, which includes, at a minimum, the following elements: charge; current members and terms of membership; work plan; meeting minutes; and any deliverables related to its charge.

Task Groups

Committees may form Task Groups, as they see fit, to handle particular projects or events, which may include outside members as needed. Reporting Committee chairs or designees will meet with LEC a minimum of twice a year to discuss the work of the Committee. Each Committee will have an LEC member appointed as the official liaison to help facilitate communication and provide guidance, as appropriate.

Review and Discontinuation of Committees

LEC will regularly review individual Committees and the overall committee structure to ensure effectiveness and efficiency; the results of such reviews will be shared with all Library & Gallery staff. LEC may temporarily or indefinitely suspend or permanently disband a Committee at its discretion.

WORKING GROUPS

Definition and Creation

Working Groups are formed by the Director and/or LEC to work on a particular issue for a limited period of time. LEC will also consider proposals to create Working Groups from existing Committees or Working Groups, or at the request of three or more staff members. Proposals for Working Groups should include a draft statement of purpose, number of members and/or suggested members, timeline for completion of the group's work, and description of any deliverables (e.g., a formal report, a presentation, a list of recommendations, etc.).

Statement of Purpose and Membership

LEC will create and approve a statement of purpose for each Working Group, in consultation with the proposer(s) if applicable. LEC will provide a timeline and terms of membership and will appoint the initial roster of members. Subsequent changes to membership do not need approval by LEC. Participation in a Working Group is voluntary and must be approved by the staff member’s immediate supervisor or Associate Director.

Chair and Communication

Each Working Group will appoint a chair or co-chairs. Each Working Group shall maintain a Wiki page, viewable by all Library & Gallery staff, which includes, at a minimum, the following elements: statement of purpose, current members and terms of membership, meeting minutes, and any deliverables related to its statement of purpose.

Reporting

Working Group chairs or designees may be invited to meet with LEC, as appropriate, to discuss the work of the group.

Review and Discontinuation of Working Groups

LEC may opt to review an individual Working Group at its discretion, or in response to a request from three or more staff members; the results of such reviews will be shared with all Library & Gallery staff. LEC may temporarily or indefinitely suspend or permanently disband a Working Group at its discretion.

TASK GROUPS

Definition and Creation

In general, Task Groups are smaller, project-focused groups with a short timeline and a discrete deliverable. For example, a Task Group may be formed to address a specific issue, to plan and carry out an event, to research a new service, or to review an existing service and make recommendations for improving it. Task Groups may be formed at various levels within the organization: LEC, divisions, departments, and Committees may all form Task Groups as needed to accomplish a variety of tasks. A Task Group should have a clear statement of purpose but is not required to appoint a chair or co-chairs. Participation in a Task Group is voluntary and must be approved by the staff member’s immediate supervisor or Associate Director.

Reporting and Communication

A Task Group should report regularly to the person or group that formed it, and shall maintain a Wiki page, viewable by all Library & Gallery staff, which includes, at a minimum, the following elements: statement of purpose, current membership, meeting minutes, and any deliverables related to its statement of purpose.

Final approval by LEC, November 26, 2019